decisiondirector system selection

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Presented to:

Advantiv Client/Partner

March 2014

Dan MillerAdvantiv Solutions

DecisionDirector®

Tools for technology and services planning and procurement- Process and System Assessment

- Software Planning and Selection - Vendor RFP Response Management - Due Diligence Support

Started: 1996 in Phoenix, AZ

Mission: Reduce the time, cost, and risk of software and services planning and procurement while increasing stakeholder satisfaction with the process and the outcome

Experience: We have supported 200+ projects involving 250,000+ stakeholders in more than 250 institutions and organizations

About Advantiv…

Today’s Presentation…

Introduce the DecisionDirector product suite

Overview of DecisionDirector

System Selection

Vendor Evaluation

Next Generation of DecisionDirector

Discussion/Q&A

DecisionDirector Product Suite

DecisionDirector is hosted, no software to install

You can invite as many stakeholders as you wish

We provide all end-user and technical support

We handle all administration and report generation

We work very closely and very successfully with outside consultants

DecisionDirector: No Overhead, No Limits

DecisionDirectorCollaboration Manager

RFP ResponseManagement Portal

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DecisionDirector and BPM/PM/SD Toolsets

Stakeholders

Project TeamProject/ProgramManagementTools

SoftwareDevelopmentTools

DecisionDirector®

Project ComplexityLow High

Project Collaboration / Decision Support

Business Process

Management Tools

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Customizable and reusable

activities and content

presented in a familiar and

easy to use interface.

Content comes from

“KnowledgePacks”

Configurable participant

“forums” can be created

for many types of activities

Completely web-based and browser-independent

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DecisionDirector Content -- aka “KnowledgePacks”DecisionDirector Content -- aka “KnowledgePacks”

DecisionDirector content is easily created and managed in Excel.

This is an example of a Student system detailed functional requirements

KnowledgePack Edit Sheet.

Clients can use our content, use someone else's, or use their own.

We have system planning and selection content for: Student, Finance, HR/Payroll,

CRM, LMS, Advancement, Housing, and other applications.

DecisionDirector

DD2 RFP Response Mgr

KnowledgePacks

Your Content

3rd Party Content

or…

or…

Content Web-based Collaboration

SoftwareRFP/RFI ResponseDetailed Team-Based Response CaptureResponse AnalyticsReusable Response RepositorySole Source Justification

Project CollaborationFunctional AssessmentRequirements GatheringRFP ResponseBusiness Process ReviewProject CharterDemo EvaluationVendor Evaluation

Content Drives Collaboration and Results

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DecisionDirector System Planning and Selection Process

ProjectCharter

Brainstorm

BusinessProcessReview

RequirementsDefinition

RequirementsValidation

Proposal/Vendor

Evaluation

Fit/GapAnalysis

DecisionDirector supports a highly collaborative, information-driven, web-enabled

system planning and selection process.

DecisionDirector in System Selection

The following slides highlight only a few of the system planning

and selection activities supported by DecisionDirector…

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A Typical DD System Planning Project Hundreds or Thousands of Participants

Project Charter with Clear Vision, Expected Benefits, Anticipated Concerns

Prioritized Outline of Business Processes with Stakeholder Evaluations

Detailed and Comprehensive Business Requirements

Detailed Functional Inventory of Legacy Systems

Comprehensive Analysis of Multiple Competing Solution Providers

All Data Traceable to Persons and Cohorts

Foundation for Future Decision-Making Vendor Selection

Implementation Planning

Gap Resolution Planning

Enhancement Planning, etc

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System Selection Process

ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

SummaryEvaluation

Let’s Take a Closer Look

at the Process…

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ProjectCharter

Brainstorm

ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

SummaryEvaluation

Project Charter Brainstorm and Discussion/Discovery

Stimulate a big-picture, cross-enterprise, vision-oriented discussion

Driven by a well-crafted discussion outline that is easily customized

Create personal/departmental alignment with institutional direction and strategy

“Where are we headed?”, “How will we get there?”, “What will this mean for me??”

Accelerates discussion and discovery, e.g. issues, concerns, shadow systems…

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Discussion and Brainstorming, e.g. Project CharterDiscussion and Brainstorming, e.g. Project Charter

Customizable Discussion

Outline

DiscussionTopic

Preview

DiscussionEntry

DecisionDirector’s brainstorming and discussion facility makes it easy for stakeholders to share their thoughts, ideas, information and concerns with their peers.

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Discussion and Brainstorming, e.g. Project CharterDiscussion and Brainstorming, e.g. Project Charter

Review AllPostings

Add Comments, Reply to Postings,

Attach Docsand Web Links

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Sample Project Charter ReportSample Project Charter Report

Results derived from analysis of posted

comments

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Sample Project Charter ReportSample Project Charter Report

Results derived from analysis of posted

comments

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ProjectCharter

Brainstorm





Proposal/Vendor

Evaluation

SummaryEvaluation

Business Process Review

High-level definition and assessment of business processes

Develop baseline importance and satisfaction ratings

“What are our priorities?” “Where can we take huge leaps forward?”

Adds clarity to requirements definition and priorities for vendor demos

Business Process ReviewBusiness Process Review

Process

Hierarchy

Discrete

Processes

Stakeholder

Input

Participants are invited to identify their roles and provide feedback to existing business processes

Sample Business Process Review ReportSample Business Process Review ReportResults derived from analysis of stakeholder input. Participant comments included.

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ProjectCharter

Brainstorm





Proposal/Vendor

Evaluation

SummaryEvaluation

Requirements Definition

Detailed functional inventory and requirements definition

Thousands of detailed requirements, hundreds of stakeholders

“What do we have?” “What do we need?” “How badly do we need it?”

Establishes the foundation of the functional section of the RFP

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Requirements DefinitionRequirements DefinitionDo we need this

capability?Do we already

have it? If we already have it, where is it?

Hundreds of people can be invited to provide input to potential requirements for their areas of interest and expertise, and also to suggest additional requirements

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ProjectCharter

Brainstorm





Proposal/Vendor

Evaluation

SummaryEvaluation

Requirements Validation

Official confirmation of requirements and priorities

Core team of subject matter experts, typically the project team leads

“Do we really need this?” “Is this the correct priority?”

Establishes final/official requirements

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ProjectCharter

Brainstorm





Proposal/Vendor

Evaluation

SummaryEvaluation

Requirements ValidationRequirements Validation

Official confirmation of requirements and priorities

Core team of subject matter experts, typically the project team leads

“Do we really need this?” “Is this the correct priority?”

Establishes final/official requirements for the institutionProject team/SMEs regain control of requirements and can use DecisionDirector or Excel to finalize priorities, etc.

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What WeNeed…

What’sAvailable…

What WeHave…

Internal Fit/Gap ReportsInternal Fit/Gap Reports

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Useful and interesting reports can be produced after we’ve collected what people think they need and believe they have...

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ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

SummaryEvaluation

Let’s Take a Moment

To Summarize

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What Will We Have Accomplished at This Point?

Broad Stakeholder Involvement in a Transparent Process

Project Charter with Clear Vision, Expected Benefits, Anticipated Concerns

Prioritized Outline of Business Processes with Stakeholder Evaluations

Detailed and Comprehensive Business Requirements

Detailed Functional Inventory of Legacy Systems

Detailed Functional Fit/Gap Analysis

All Data Traceable to Persons and Cohorts

Foundation for Future Decision-Making


ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

SummaryEvaluation

Questions…?

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ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

Proposal/Vendor

Evaluation

SummaryEvaluation

On-line RFP response submission

Well-formatted structured evaluation process and analytics

Requirements fit/gap analysis, demo ratings, reference checks, and other metrics

“Does the product fit?”, “Can we succeed with this vendor?”

Complete and comprehensive documentation of all steps and results to support/defend procurement decision

Proposal/Vendor Evaluation and Due Diligence

Paperless RFP – Greatly reduce or eliminate need for paper

Easy and Effective Evaluation – Reduce time, cost, and effort, of proposal evaluation and vendor due diligence

Uniform vendor response transcripts

Combined and collated vendor responses

Powerful due diligence activity support

Team-Based Vendor Response Environment – Reduce time, cost, and effort of vendor response

Secure, online, multi-user, interactive

Benefits of DD RFP Response Management

DD RFP Response Management is part of your DD Unlimited Subscription

The RFP Document is Imported into DecisionDirector…The RFP Document is Imported into DecisionDirector…

RFP content is imported

into DD and is presented

in a familiar and easy to

use interface.

A summary of the table

of contents for the RFP

and the response work

completed and remaining

is available with a

single mouse click.

DD is multi-user,

completely web-based,

and browser-independent.

Vendor Access is Secure, Responding to Bid Items is EasyVendor Access is Secure, Responding to Bid Items is Easy

Respondents use the tree to select a bid

section…

…then select

a bid item…

…then review the

bid items within

the section…

Selecting a Bid Item Opens the Response Page…Selecting a Bid Item Opens the Response Page…

The majority of the responses are

concise, plain text entries that

provide a clear and direct answer.

Unlimited Response Entries and Attachments Unlimited Response Entries and Attachments

Each response entry is

presented in a list for easy

review and management

Vendors may add

as many response

entries as desired

Documents can be attached,

one per response entry

Responses Are Easily Modified Up To the Due Date…Responses Are Easily Modified Up To the Due Date…

Responses can be

modified or deleted

Attachments can be

replaced or removed

Responses Can Be Marked as Confidential…Responses Can Be Marked as Confidential…

Responses can be

marked as confidential

When the RFP closes, all vendor

responses are packaged and

delivered to the client.

This package includes neatly

formatted and collated response

transcripts that make the

review process much easier.

Note that this transcript combines

the responses of all bidders

Powerful Reports for Easy and Effective EvaluationPowerful Reports for Easy and Effective Evaluation

Confidential responses are marked

as such within any internal reports,

and are fully redacted from any

publicly-accessible versions of

these reports.

Powerful Reports for Easy and Effective EvaluationPowerful Reports for Easy and Effective Evaluation

DecisionDirector Collects Questions from VendorsDecisionDirector Collects Questions from Vendors

Each vendor can submit questions

during the designated question period.

Questions are collected and delivered

to the client for review and

official response.

Vendors Questions are Delivered to the ClientVendors Questions are Delivered to the Client

Vendor questions are periodically

extracted and delivered

to the client…

…who will then post official

responses as designated

in the RFP.

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DD2 RFP Response Manager…DD2 RFP Response Manager…

DD2 collects detailed responses

to detailed requirements for

software RFPs and RFIs…

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Response Transcript for Each VendorResponse Transcript for Each Vendor

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DD2 Fit/Gap Analysis and Effort SummariesDD2 Fit/Gap Analysis and Effort SummariesVendor responses are collated

and categorized for powerful apples-to-apples analysis

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Functional Evaluation via DD2 – with emphasis on GAPS...Functional Evaluation via DD2 – with emphasis on GAPS...

Vendor Gap items

are highlighted for

easy identification

and discussion

Client Review Team Can Easily Rate ResponsesClient Review Team Can Easily Rate Responses

Proposal review team members can use

DD to easily capture their ratings of

each bidder’s responses.

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Structured Demo EvaluationsStructured Demo Evaluations

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ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

Proposal/Vendor

Evaluation

SummaryEvaluation

Structured evaluation process and analytics

Requirements fit/gap analysis, demo ratings, other metrics

“Does the product fit?”, “Can we succeed with this vendor?”

Makes it easy to handle the facts/figures portion of the evaluation process

Demo Evaluations are Entered into DecisionDirector…Demo Evaluations are Entered into DecisionDirector…

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Demo RatingsDemo Ratings

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Reference Check InterviewsReference Check Interviews

The reference check or peer interview process can be easily structured and the workload can be easily shared

A standard interview format for each targeted peer

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ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

Proposal/Vendor

Evaluation

SummaryEvaluation

Reference Check Interview TranscriptsReference Check Interview Transcripts

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ProjectCharter

Brainstorm




Proposal/Vendor

Evaluation

Proposal/Vendor

Evaluation

SummaryEvaluation

Reference Check RatingsReference Check Ratings

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Summary Vendor EvaluationsSummary Vendor Evaluations


ProjectCharter

Brainstorm




Proposal/Vendor

EvaluationSummaryEvaluation

SummaryEvaluation

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ProjectCharterBrainstorm




Proposal/VendorEvaluation

SummaryEvaluation

SummaryEvaluation

Final Summary EvaluationFinal Summary Evaluation

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Allow clients, consultants, and vendors to collaborate seamlessly and successfully from Need-to-Solution™

Web-enabled documents, activities, and processes for planning, assessment, requirements, RFx, due diligence, BAFO, and contracts

Increased profits, consistent quality, reduced time, cost, and hassle

Purpose

Scope

Results

The Next Generation of DecisionDirector

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DecisionDirectorProject

Collaboration & RFx-to-Contract

Workflow

Dynamic Document

Library

• Create• Configure• Localize• Analyze• Maintain• Re-use• Process-enable

• Configurable• Clients, consultants, and

vendors on same platform• Workflow-enabled

• Static• Unstructured• Difficult to

manage when “in the wild…”

• Limited extractable data

Your Legacy Documents

(Requirements, Contract Language,

SOWs, SLAs, evaluation forms, etc.)

Web-Enable Your Document Library and Client Engagements...

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Private Label Opportunity for Clients and Partners…

Questions?

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“Advantiv's DecisionDirector platform enabled over 250 people from our diverse campuses

to collaboratively define our core vision, mission, and nearly 7000 functional requirements

in less than 90 days. This planning will lead to our success!”

Frank Monaco, CIO, Carlton Murray, Project Director, Pace University

“No other company could have helped us navigate

400 ERP stakeholders from skepticism to unanimous agreement in the same time frame.

Advantiv is simply the most responsive company I have ever worked with. Period.

DecisionDirector allowed us to gather and validate requirements in a way

we could never afford to do by hand.

We collected 155,000 votes representing over 4,000 hours of stakeholder involvement

and turned that into meaningful reporting that drove our final decision.

The time that we would have otherwise spent haggling over any other firm’s contract

we spent assessing AND validating our requirements with Advantiv.

Advantiv got us working. More importantly, they got us working together.”

Brett Coryell, ERP Project Director, Purdue University

“DecisionDirector is a non-intrusive mechanism that allowed the participants to continue to maintain

focus on their primary jobs while allowing the process to proceed without pulling them for more than

short spurts away from those primary duties. As a result, we were able to include the entire university

constituency where otherwise only a focused group of resources could have participated in the process.

Dennis J. Huff, Ph.D., CISA Director of Information Systems, Houston Baptist University

Some Customer Testimonials…Some Customer Testimonials…

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Contact:

Dan Miller

866.966.2911 x101

[email protected]

decisiondirector system selection

Technology

selection content

limits decisiondirector

student system

webenabled system planning

procurement process

selection activities

content drives collaboration

reusable activities